Our client an established organization in Kitchener-Waterloo is looking for an Executive Assistant to provide support to both the Board of Directors in its governance responsibilities as well as to the President & CEO!


Provide support to Board of Directors by:

  • Developing Board and Committee agendas, drafting resolutions and take minutes or notes for all Board and Board Committee meetings,
  • Manage the compilation and delivery of the Board and Committee meeting materials packet to Directors through consultation with Senior Management and the Board for completion of related reports and documents.
  • Draft, prepare, distribute, maintain and  save for future reference,  official minutes of all Board and Committee meetings, including matters arising from meetings and decisions made by the Board and Committees.
  • Provide support to the Board and Committee Chairs to ensure that all decisions are documented accurately in minutes, policies and other documents;
  • Update and maintain the integrity and version control of the Directors’ Handbook with ongoing changes to policies, bylaws, processes etc.
  • Prepare for and attend each meeting of the Board and Board Committees
  • Serve as staff support role for the Board and all Board Committees.
  • Ensure the flow of all relevant governance information to the Directors as requested
  • Initiate and/or assist with all matters pertaining to the Board of Directors and related subsequent activities, such as Board member recruiting, nominations and elections; Competency Assessments; etc.
  • Guide and co-ordinate Board reporting requirements with Senior Management; develop progress tracking charts to ensure effective follow up and resolution of matters arising from Board and Committee meetings.
  • Prepare periodic reports to groups as required.
  • Make meeting arrangements including booking Director travel arrangements, meeting venues, meals etc.
  • Maintain a Board Archive for reference documents not included in the Directors’ Handbook.
  • Administer e-mail communications activities including initiating and/or responding to Board of Director and executive communications
  • Participate in special projects, as assigned.
  • Other duties as assigned.
  • Provide minute-taking support to management committees
  • Provide guidance to the Corporate Services and Compliance Coordinator.

Skills Requirements:

  • 10 or more years of experience in an Executive Assistant role and / or a Board of Directors support role
  • Sound knowledge and understanding of Board governance practices and requirements; ie. Rules of Order
  • Bachelor of Arts with formal training in writing or equivalent experience
  • Board administrative support experience, including advanced minute-taking and writing skills
  • Broad knowledge and understanding of all aspects of life and health insurance industry (minimum five years of experience)
  • Certificate in Corporate Governance preferred, Project Management an asset
  • Strong oral and written communication and report writing skills
  • Strong research, organizational and analytical skills
  • Understanding of strategic planning processes
  • Attention to detail, logical, process-oriented
  • Ability to manage multiple priorities and tight deadlines
  • Polished, professional demeanour with the ability to act with discretion on confidential / sensitive issues
  • Service-oriented, diplomatic and tactful in communications with Directors and Senior Management
  • Advanced use of Microsoft Office including Word, Excel, Outlook and PowerPoint; proficient with Adobe Acrobat Reader tool

If you have solid experience in administration on an Executive Level and supporting a Board of Directors, then this role is for you!

Excellent compensation package including Salary between $60-70,000 per year, Bonus, Pension and Benefits!

Please send your resume immediately to my attention at: jayne@grandriverpersonnel.ca


Tagged as: administrative, Board of Directors, Executive Assistant, Executive Support, Meeting Minutes, Project Management